Meeting Room Manager
When you want to make or change a room reservation go to:
If it asks you for a username and password, enter the appropriate information as shown below:
Your username is your UCLAWID, this is the same username and password that Faculty and Staff use to log onto their desktop and laptop computers in the Law School. For students this is the username/password that you use to access the Totality exam site or to log onto the lab computers.
If, at any time, your browser asks if you want to let it display pop-ups from this site, please allow them or the calendar will not have full functionality.
The first time you log on it will ask you to edit your profile. The system sends automated replies and confirmations for room reservations so please enter the correct email address for your account. You do not need to enter a password (this is handled through Windows).
After a successful logon you should see the following screen:
Under Available Locations on the left, just under the small monthly calendar, if you click on Classrooms you will see the schedule for Rooms I, II, III, IV, V, VI, A, B, C, D, E, F, and G. If you click on Event Spaces you will see the schedule for the Auditorium, Courtroom, North and South Green Lounges, and the Hallway space outside of the Classrooms. You can adjust the number of rooms you see per page by choosing another number in the drop down box on the lower right part of the page.
Click on the date you want to see on the small calendar to view that day's events.
Making a reservation
To request a room reservation, click on the box corresponding to the room and time you wish to make the reservation. The following screen will open:
In the area marked by the red 1, please make sure that the date is correct and choose the time of your reservation. You can choose the times with by clicking the arrows and choosing from the drop down list or typing the time in directly (in the format displayed). Note that you can click the Recurrence Checkbox next to the Start and End times (and fill out a form) if this is a recurring reservation. Also note that, by default, 5 minutes of Prep Time and Cleanup Time are added to each reservation. This can be changed. Because of the added Prep and Cleanup time, it is important that the correct time of the event be used to avoid conflicts.
As an example, lunch events traditionally start at 12:15 and end at 1:20. This ensures that there is a 10 minute period between lunch events and classes ending at 12:05 and classes starting at 1:30. The Prep and Cleanup times enforce this separation. If you were to try to reserve the room from 12:00 to 1:30, you would likely encounter a conflict on one or both ends and have to modify the reservation.
In the area marked by the red 2, please fill out the relevant information. The Meeting Title and Requester's Email are required. The Booked By field will be automatically filled out by the calendar application. Click on the small arrow next to the Reservation Type field and a dialog box which allows a choice of items. Choose the one that best matches your event and click select.
If you are only interested in booking the room, you are now done and may click the Save and Close button to submit the reservation.
If you wish to request Catering, Audio/Visual Equipment or Assistance, of items from Facilities Services, there are more steps, do not save your reservation yet! (Although you may reopen and edit it at a later time.)
To request catering, click the check box Request Catering in the area marked by the red 3. Next click the tab titled Catering (Order Info) in the area indicated by the red 4. The following tab will open:
Please fill out the relevant information. The fields marked by asterisks are mandatory. Please note the message at the bottom of the Information form!
To order your items, click on the next tab, titled atering (Items). The following will open:
Expand the relevant trees on the left and click on the item you wish to order. When the ordered item populates on the right, you can change the number you want under the quantity field. Continue until your order is complete. Please note that the prices listed are only estimates, you will be notified of the actual cost by the Catering Administrators once your order is processed. If this completes your order, you my now click the Save and Close button.
If you wish to order A/V equipment and/or items from Facilities, click on the relevant tab just to the right of the Catering tabs. A page similar to the above page for ordering catering items will appear but with either A/V or Facilities items and services. Choose the items you wish to request. Note that the options are room specific, e.g. you cannot request a portable LCD projector for your computer in rooms that have built-in projectors.
Once your order is complete, click the Save and Close button. If you have not filled out any of the required fields you will receive a message informing you of which fields need to be addressed and you can enter the requisite data. If everything is fine, your reservation will be submitted to the Calendar administrator for approval and will show up on the calendar as an unconfirmed meeting. Your request will go to the people responsible for approving reservations, Catering, A/V, and Facilities services. Once they have had a chance to review the request, you should receive emails confirming or rejecting (if there is some problem) the request.
When you are finished click the Logoff button on the upper right corner of the screen to log off and free up the license.
Not doing this could temporarily deny another person the opportunity to reserve a room. On a related note, because there are a limited number of licenses, there is a 15 minute time-out period for making a reservation. If you start a reservation and do not finish it within 15 minutes, your reservation will be lost and you will have to log back on and start over again.